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Home UAE Office Assistant

Office Assistant

Full time at Alef Education in UAE
Posted on November 26, 2021

Job details

Office Assistant Job Details Division

Business Support Reporting Manager

Business Support Manager Job Location

Abu Dhabi, United Arab Emirates

Job Purpose

The Office Assistant is responsible for supporting the team in maintaining a welcoming and professional working environment and for meeting daily administrative office requirements to ensure that the office is operating efficiently.

Key Responsibilities Maintaining a safe, well-organized, and clean office space

  • Supervising and guiding the cleaning crew so that the office space is always kept clean
  • Identifying any spatial or signs of danger in the office and reporting them to the department manager for immediate action
  • Ensuring the office is ready to welcome employees and guests in the morning and to be closed in the evening by conducting the opening and closing checklist on a daily basis
  • Learning and understanding how printing and copying machines as well as any machines kept in the pantries function
  • Accompanying maintenance and moving teams while conducting work in the office
  • Conduct the daily round checks on the facility and report any observation

Provide administrative support

  • Receiving and filing mail and invoices related to the team in an efficient manner that ensures easy future access
  • Printing, copying, scanning, binding, laminating documents as required
  • Collecting and distributing couriers or parcels among employees
  • Assisting the business support team members in performing their duties within the skillset and capabilities where possible
  • Ensuring that office stock supplies such as, stationary, pantry items, cutleries, cleaning supplies, etc. are always available in the office as needed
  • Managing the storage of all office supplies and keeping track of inventory
  • Monitoring the usage of the supplies in the office and reducing its wastage
  • Conduct the daily tasks and requests assigned by the business support team

Welcoming and assisting guests and visitors

  • Acting with discretion and ensuring sensitive information are kept confidential
  • Welcoming visitors and guests and escorting them to the intended location
  • Setting up the meeting space with the required items and tools
  • Preparing the food and beverages for guests and the executive staff
  • Dealing with queries or requests from the visitors and employees and redirecting them to the related party to handle

Education, Experience and Required Skills Education

  • High school diploma
  • Experience in administrative activities is an added advantage
Experience
  • 5 years relevant experience in administrative office support
  • Previous experience working in a corporate environment with high-level personages
Essential Skills

Technical Skills Required (Basic)

  • Office Suite Software: Excel
  • Printers: usage
  • Pantry Equipment: usage
  • Basic knowledge of using emails, landlines, calendars, etc.

Operational Skills Required

  • Communication skills
  • Attention to detail
  • Organizational skills
  • Basic barista skills

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